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User Management

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Joss Rodriguez
Updated 1 week ago
Managing users in Pipeline CRM is simple and flexible, whether you’re adding new team members, updating roles, or making changes as your organization grows. This guide walks you through the essentials of user management, so you can keep your account organized and your team productive.


Adding a New User

Admins can add new users directly from the Users page in Account Settings.
To add a new user:
  1. Go to Settings > Users.
  2. Click the + Add users button.
  3. Set the user’s role, team, and permissions.
  4. Save your changes.


User Permissions

Set user permissions for each member:
  • Normal access: Add and edit data according to their role and team settings.
  • Read-only access: View data and comment on team activities, but cannot add or edit records.
Custom permissions may include:
  • Account Admin
  • Can merge records
  • Delete people & deals
  • Export reports
  • Can send bulk emails
  • Can manage email campaigns (if enabled)
  • Can change company owner
  • Can create company via shortcut

Understanding User Roles

  • Executives:
    • Can see and edit all data across the account.
    • Cannot be assigned to a team.
  • Team Leaders:
    • Manage and edit data for their team or the whole account.
  • Team Members(default):
    • Access and edit data within their assigned team or account.

Team Management & Organization Chart

The Organization Chart visually displays your team structure.
  • Expand all to see every team and reporting line (feature availability may vary by plan).
  • Click a team name to adjust team settings or add users.
    • Click a user’s pencil icon to edit their details, such as email, role, team, or permissions.
    • Set visibility settings for Companies, People, and/or Deals.


Active and Inactive Users

Active Users:
  • Listed in the Active Users tab.
  • Click a user’s name to update their info or permissions.
  • Use Actionsfor quick tasks:
    • Edit user
    • Re-send invitation email
    • Reassign data
    • Mark as inactive
Inactive Users:
  • Found under the Inactive Users tab.
  • Data remains visible to the team until reassigned.
  • Reassigned data includes: companies, people, deals, and incomplete tasks/events.
  • Won/lost deals and completed activities stay with the inactive user for accurate records.
  • To reactivate, click on the three dots > Reactivate User.

Frequently Asked Questions (FAQs)

Q: What happens to an inactive user’s data if I reassign it immediately?
A: Completed activities remain under the original user. Outstanding tasks and reassigned records move to the new owner.

Q: What if I wait to reassign an inactive user’s data?
If you’d prefer to reassign data later, simply head to the Inactive Users tab, click the three dots next to the user, and select Reassign Data when you’re ready.

Q: What’s the best way to replace a user?
A: Mark the current user inactive first, then invite the new user. Reassign data as needed to keep records accurate.

Q: Will a user know they’ve been marked inactive?
A: They lose access immediately and will see the login screen if they try to sign in. No notification is sent.

If you have questions or need assistance, reach out to our support team at [email protected]. 
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